Clinical Letter Reconciliation
Clinical Letter Reconciliation
What is a Clinical Letter Reconciliation?
The safe and efficient management and reconciliation of all clinical correspondence that arrives at GP practices.
Virtual Pharmacist delivers a full clinical letter reconciliation service, managing hospital discharge letters, outpatient clinic letters, investigations reports, and consultant recommendations. This ensures that all medication changes, monitoring instructions, and follow-up actions outlined in this correspondence are appropriately actioned. Robust safety processes are followed throughout.
How Will This Help My Practice?
Our trained pharmacists conduct safe, efficient, and thorough reviews of all correspondence received by your practice. Our team is fully equipped to handle each letter appropriately.
Enhances patient safety and safeguarding
Arranging appropriate and required care needs.
Manages any unsafe, unclear, or incorrect requests
Assessing clinical risks and suitability for patients.
Significantly reduces GP workloads
Handling admin tasks and backlogs to streamline daily workflows.
Prevents any missed follow-up actions or clinical risks
From volumes of unprocessed correspondence.
Processed and documented to CQC standards
Ensuring safe workflows and practice compliance.
Prevents errors, delays, and gaps in care
Ensuring each action is fully understood, coded, and communicated.
“The team is consistently reliable. Phones are always answered and emails come back the same day. It’s made a real difference to how we run our medication reviews.”
“Fast email replies and always there when we need clinical input. The pharmacists fit straight into the team and just get on with the work.”
“Excellent service from start to finish. Easy to reach, quick to reply, and they clearly know NHS workflows inside out. We couldn’t recommend the team more highly.”
How Does Virtual Pharmacist Work?
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Frequently Asked Questions
What types of letters do you reconcile?
Our pharmacists handle any and all correspondence that comes into practices. From hospital discharge summaries, outpatient clinic letters and A&E attendance summaries, to investigation and imaging reports, safeguarding notes, and community services letters.
What actions do pharmacists complete during reconciliation?
To manage the handling and workloads of these GP tasks, our pharmacists carry out all necessary actions associated with this correspondence. This includes, but is not limited to:
- Updating medication lists
- Arranging monitoring and tests recommended by secondary care
- Addressing any safety concerns or interactions
- Communicate with patients when changes are required
- Create tasks for GP reviews when specialist decisions require their oversight
How do you manage unsafe, unclear, or non-formulary requests?
Our team of trained pharmacists carefully review and consider each correspondence that comes through to practices. Sometimes, this correspondence might not be quite right. So, where necessary, our pharmacists will liaise with hospital teams for clarification, escalate to a GP if a decision falls outside agreed parameters, and check evidence with formulary guidance.
Do pharmacists use risk and optimisation software?
Yes, our pharmacists use tools such as Eclipse, Ardens, ScriptSwitch, and OptimiseRx. These software systems are used to:
- Identify safety risks when new medications are added
- Ensure formulary compliance
- Flag medication interactions or contraindications
- Support safe switches and substitutions where necessary
- Ensure high-risk monitoring requirements are met
